Vendor setup is easy and allows you to store your contracts and key information about each vendor.
👉 Start in the Financial Dashboard from the left navigation and look for the Billing & Payments section.
👉 Choose a Vendor to edit or Add a new Vendor.
You can import with our easy AI import tools (useful for onboarding in the beginning), or manually add vendors (as you continue operating in Vlge and get new Vendors). Our powerful tools will recognize your vendors key information and organize it for you - creating your vendor roster with ease.
👉 Adding a new Vendor Manually
When you click Add Vendor, the modal opens and you can add as much information as you have available. At a minimum add the Default expense account (you can edit by expense later if needed) and select the Type, Contact Info, and any bank matching names. What this means is that you can share how the vendor appears in your banking ledger so that the next time it occurs, it will automatically match for you.
✨ TIP: Create your vendor list first before importing bank transactions. By doing this and listing Vendor names (payees) and Vendor Aliases (alternate names that appear for vendors) when you import all bank transactions you will immediately have the history of payments per Vendor.
👉 Autopay Vendors
Marking a vendor as Autopay allows you to skip any approval settings in your Financial settings - meaning if new incoming bills require 2-3 approvers, then marking a Vendor as Autopay will skip that process. Admins & Board members can view Vendors at any point to see Autopay vendors.
🔍 What Autopay does (and does not)
Step | Without Autopay | With Autopay |
Enter bill | Goes to Pending Approval (org may require 2–3 approvers) | Auto-approved when category is set |
Pay through Vlge | Pay / Mark Paid available | Blocked - “Awaiting bank match” |
Card/ACH hits bank | Match marks bill paid (Dr A/P / Cr Cash) | Same |
⚡️ Debit Card "gotchas"
Statement text may differ from ACH
Card charges often show asPOS DEBIT TECO ENERGYor similar, not “TECO ACH.” Add common descriptors under the vendor’s merchant names to improve auto-match vs manual confirm.Amount must match exactly
If the card charge includes a fee or differs from the invoice, it won’t auto-match.
How Matching Works
The matching engine does not distinguish ACH draft vs debit card. It looks at:
Exact amount
Date within ±15 days of the bill
Vendor name on the bank description
👉 Vendor History
If you want to see your complete history of transactions with a Vendor, click on the reports icon in the Vendor Page.
To learn more about how Vendors submit invoices, add their W-9, licensing info, etc, please see this article on the Vendor Portal and generating a link.